A M Water Services Ltd — Integrated Management System

SOP 2.2 Communication, Consultation & Worker Participation

Issue 3 | 1 May 2026
Document ReferenceSOP_2.2
Issue Number3
Issue Date01/05/2026
Next Review01/05/2027
Approved ByAaron Mason, Director
Controlled ByAaron / Leanne Mason · Sean Ashton

Communication, Consultation & Worker Participation

ISO 9001:2015 Clause 7.4 · ISO 14001:2015 Clause 7.4 · ISO 45001:2018 Clauses 5.4 & 7.4 — Internal & external communication, consultation and participation of workers

Procedure overview
A M Water Services operates four parallel HSQE communication streams: (1) routine internal communication of HSQE matters through monthly Director and team meetings, the Annual Management Review and email/intranet channels; (2) HSQE alerts, bulletins and toolbox talks for time-critical or hazard-specific information; (3) explicit communication with contractors and designers covering pre-start meetings, monthly performance reviews and inclusion in alerts; and (4) consultation and participation of non-managerial workers in line with ISO 45001:2018 §5.4. All briefings and confirmations are retained in accordance with SOP 4.7 Control of Records. Currency is maintained through the routine HSQE compliance cycle — weekly Director / HSQE compliance calls and monthly Onyx site visits.

Communication, Consultation & Worker Participation — Process Flow

Communication
Directors · Site Supervisor
Sean Ashton (HSQE Consultant)
Disseminate
Hold meetings for development, planning, implementation, performance evaluation and improvement of HSQE
Identify and gather HSQE information to disseminate through all levels of the company
Disseminate via Director meetings (monthly), team meetings (monthly) and the Annual Management Review
Communicated face to face?
Yes
Site Supervisor records briefing on Toolbox Talk template
No
Issue HSQE communication via email or intranet portal
Staff confirm by email or intranet that they have received, read and understood
Retain confirmations and briefing records
SOP 4.7 Control of Records
HSQE Alerts & Bulletins
Sean Ashton (HSQE Consultant)
Site Supervisor (Jason May)
Issue & Brief
HSQE Consultant develops safety alert, bulletin or toolbox talk content
Issue draft to the Directors for approval
Approved?
No
Revise per Director feedback — return to draft
Yes
Issue for briefing
Site Supervisor delivers face-to-face briefing and records on Toolbox Talk template
Site Supervisor returns completed Toolbox Talks plus HSQE communication to head office
Directors retain master copy plus all briefing records
SOP 4.7 Control of Records
Contractor Communication
Site Supervisor (Jason May)
Sean Ashton (HSQE Consultant)
Engage Contractors
Hold pre-start meeting with contractors covering HSQE and commercial expectations
SOP 5.3 Supplier & Subcontractor Evaluation
Hold monthly performance reviews with key contractors
Include designers and contractors in HSQE alerts, bulletins and toolbox talks where relevant
Worker Consultation
Directors · Site Supervisor
Sean Ashton (HSQE Consultant)
Consult & Participate
Set up HSQE meetings with worker representatives covering all applicable levels and functions
Consult with employees and contractors on changes affecting H&S, prior to implementation
Record outputs, actions and improvement suggestions
Action / suggestion to be implemented?
Yes
Site Supervisor implements; Sean Ashton updates Method Statement where applicable
No
Inform raiser of rationale; record reason for not actioning
Communicate change to affected employees per Lane 1
Monitor effectiveness of action / continual improvement
Inform HSQE Consultant when implementation complete
Process / Activity
Decision Point
Document / Cross-reference
Implement / Approval
Rework / Decline
Worker consultation requirements (ISO 45001:2018 §5.4)
Non-managerial workers must be consulted on, at minimum: determining the needs and expectations of interested parties; establishing the OH&S policy; assigning organisational roles, responsibilities and authorities; meeting legal and other requirements; setting OH&S objectives and planning to achieve them; determining applicable controls for outsourcing, procurement, contractors and visitors; determining what needs to be monitored, measured and evaluated; planning, establishing, implementing and maintaining audit programmes; and ensuring continual improvement. Non-managerial workers must be enabled to participate in: hazard identification and risk assessment; determining controls; determining competence requirements, training needs and evaluation of training; determining what needs to be communicated and how; determining control measures and their effective implementation and use; and incident investigation. Failure to evidence consultation on these specific items is the most common ISO 45001 surveillance non-conformity.